Administrative Assistant II, Medical - Hand Program

Job description

Company Description UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto. UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality. www.uhn.ca Job Description Union: Non-Union Number of vacancies: 1 New or Replacement Position: Replacement Site: Toronto Western Hospital Department: Schroeder Arthritis Institute Reports to: Clinical Manager / Hand Surgeon Salary Range: $25.56 to $31.95 Hours: 37.5 hours per week Shifts: Weekdays, Monday - Friday Status: Permanent Full Time Closing Date: June 17, 2026 Position Summary The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada, integrating medical, surgical and basic science aspects of Hand, Orthopedics, Osteoporosis and Rheumatology with the goal of making a global impact in discovery, learning and patient care. The Orthopedics Program within the Schroeder Arthritis Institute is a leader in developing and implementing innovative models of care. We are advancing integrated Arthritis Care for the future to improve patient and essential care partner experience and outcomes throughout their care journey. The Administrative Assistant will act as the primary operational partner and provide dedicated support to the Surgeon within the Hand Clinic at the Schroeder Arthritis Institute. Beyond foundational administrative duties, this role requires a highly proactive individual capable of navigating complex workflows, anticipating needs, and managing high-level, competing priorities to ensure the seamless execution of the Surgeon's clinical and administrative portfolios. Duties Exercise full, proactive control over the Surgeon’s complex schedule, strategically resolving conflicts, prioritizing commitments, and optimizing time management across their clinical, academic, and leadership portfolios. Act as the primary liaison and professional gatekeeper for the Surgeon, triaging urgent inquiries and managing high-stakes communications with discretion and tact. Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications at the UHN Hand clinic Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system Schedule appointments with patients to support the Physiotherapist team and Hand Surgeon (initial and follow-up appointments) Complete documentation following patient consults with clinicians, including transfer of notes back to referring clinician Provide backup/cross-coverage support as a member of an operational administrative team at the Hand Clinic within the Schroeder Arthritis Institute Qualifications Completion of Secondary School or recognized equivalent Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent Two (2) years related administrative support experience Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required Experience working with financials and billing is an asset Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred Experience working in a health care environment is an asset Fluency in a second language is considered an asset (e.g., French) Knowledge of medical terminology is an asset Excellent organizational and time management skills Excellent interpersonal, verbal and written communication skills Able to operate effectively in an interdisciplinary team Additional Information Why join UHN? In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN. Competitive offer packages Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/ ) Close access to Transit and UHN shuttle service A flexible work environment Opportunities for development and promotions within a large organization Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.) Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration. All applications must be submitted before the posting close date. UHN uses email to communicate with selected candidates. Please ensure you check your email regularly. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application. UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known. We thank all applicants for their interest, however, only those selected for further consideration will be contacted.